Terms of Service

Version: 2026-10-04 · Effective: 4 October 2026

These terms are the agreement for using xpense.events. They are written to be read: please read them before you create a workspace.

1. Who we are and who these terms are with

xpense.events (the "Service") is provided by Cromalt Ltd, a company registered in Scotland (company no. SC891350), registered office 48 West George Street, Glasgow G2 1BP ("we", "us").

These terms are the agreement between us and the business that creates a workspace (the "Customer", "you"). A business includes a company, a partnership, and a sole trader acting in the course of their trade. The Service is not offered to consumers.

The person who accepts these terms confirms they have authority to do so for the Customer. The agreement starts when the terms are accepted, and continues until it is ended under section 15.

If you have a signed order form or a written agreement with us for a Custom plan, it applies together with these terms, and it takes priority where the two conflict.

2. The Service

The Service lets a Customer's staff capture expense receipts, and lets its managers review, approve and report on them. Each Customer has its own workspace, kept separate from every other Customer's.

We may change, add or remove features. If we remove or materially reduce a feature that your paid plan includes, we will give you at least 30 days' notice. If the change makes the plan materially less useful to you, you may cancel within that notice period and we will refund the part of the current period you have paid for but not used.

3. Accounts and your users

• You decide who is invited to your workspace and what role each person has. You are responsible for what they do in it.
• You are responsible for making sure everyone you invite may lawfully use the Service for your business. We do not set a minimum age.
• Keep sign-in details secure. Two-step sign-in is available to every user and we recommend it. Tell us promptly at security@xpense.events if you believe an account has been misused.

4. Plans, prices and payment

• The Service has a Free plan and paid plans. The current plans, what each includes and their prices are shown on our website and on the Billing page of your workspace.
• Paid plans are billed monthly in advance through our payment provider, Stripe, and renew automatically each month until cancelled.
• Prices are in pounds sterling and exclude VAT. VAT is added where it applies.
• If a payment fails, it is retried and your workspace is marked as past due. If the payment is still not made after the retries, the subscription is cancelled and the workspace moves to the Free plan.
• We may change prices. We will give at least 30 days' notice, and a change takes effect from your next billing period after that notice.

5. Changing or cancelling a paid plan

• Upgrading takes effect at once. The difference for the rest of the current period is charged immediately.
• Downgrading to a lower paid plan takes effect at the end of the period you have already paid for. Until then you keep the higher plan. No credit is given for the current period.
• Additional manager seats are added at once, and charged for the rest of the current period immediately, then monthly. To remove a seat, contact support@xpense.events.
• Cancelling a paid plan can be done at any time from the Billing page. The plan stays active until the end of the period you have already paid for, then the workspace moves to the Free plan. We do not refund the period already paid for.
• Each plan has limits (for example on events, staff and storage). If a workspace is over its plan's limits, some actions are unavailable until you upgrade or reduce usage. We do not delete your data because you are over a limit.

6. Closing a workspace

• A workspace admin can close the workspace at any time from Settings.
• Closing takes effect immediately: nobody can use the workspace, and any paid plan is cancelled at once with no refund for the unused part of the period, except where these terms expressly provide for one (sections 2, 15 and 16).
• For 30 days after closing, the workspace's admins can download its data (a spreadsheet of every expense and an archive of the receipt files) or reopen the workspace. A reopened workspace is on the Free plan.
• After 30 days the workspace is deleted from our live systems: every expense, receipt file, report and membership. From that point we cannot restore it for you.
• Some copies remain for a short time after that, and some records are kept, as set out in our Privacy Policy: database history for up to 7 days, error reports for up to 90 days, and our own billing records for your subscription for 6 years.

7. Your data

• You own the expense data your users put into the Service ("Customer Data"). You give us permission to host, copy and process it only as needed to provide the Service to you, and for no other purpose.
• You are responsible for Customer Data: that you have the right to upload it, that your staff have been told how their expense data is used, and that your instructions to us are lawful.
• Keeping records is your responsibility. The Service is a tool for capturing and approving expenses. You are responsible for keeping whatever records the law requires of you (for example for HMRC), including downloading your data before a closed workspace is deleted.

8. Data protection

• For personal data in Customer Data, you are the controller and we are your processor. Our Data Processing Agreement forms part of these terms. If it conflicts with these terms on the handling of personal data, the Data Processing Agreement takes priority.
• Our Privacy Policy, sub-processor list and security measures describe how data is handled.

9. Confidentiality

Each of us will keep the other's confidential information confidential, use it only to perform this agreement, and protect it with reasonable care. Customer Data is your confidential information. This does not apply to information that is public, that the receiving party already knew or independently developed, or that must be disclosed by law. These duties continue after the agreement ends.

10. Receipt reading (AI)

The Service uses an AI model to read receipts and suggest the merchant, amount, date and category. The suggestions can be wrong. They are shown for a person to check and correct before an expense is submitted, and you are responsible for the accuracy of what your users submit and approve.

11. Acceptable use

You and your users must not:

• use the Service for anything unlawful, or to submit expenses you know to be false;
• upload material that is illegal or that you have no right to share;
• try to access another Customer's workspace or data;
• probe, overload or interfere with the Service, or get round its limits;
• resell access to the Service, or copy or extract its software or design to build another product.

We may suspend a workspace that breaks these rules. Where we reasonably can, we will tell you first and give you the chance to put it right.

12. Availability and support

• We aim to keep the Service available and working, but we do not promise it will be uninterrupted or error-free, and we do not offer a service-level agreement on the standard plans.
• Support is by email at support@xpense.events. You receive an automatic acknowledgement, and our target is to reply within 2 business days. That is a target, not a guarantee, and there is no urgent or out-of-hours service.

13. Our software and your feedback

We own the Service, its software and its design. These terms give you the right to use the Service while your workspace is open; they do not transfer any ownership. If you send us suggestions, we may use them without owing you anything.

14. Liability

• Nothing in these terms limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud.
• We are not liable for loss of profit, loss of business, or indirect or consequential loss.
• We are not liable for decisions you make from expense data, or for a reimbursement or tax outcome, including where a receipt was read incorrectly (section 10).
• Our total liability to you in any 12-month period is limited to the fees you paid us in that period, or £1,000 if greater.
• Telling us promptly. If something goes wrong, tell us as soon as you become aware of it, and take reasonable steps to limit the loss. We are not liable for loss that you could reasonably have avoided.
• Time limit. A claim must be notified to us in writing within 12 months of when you became aware, or ought reasonably to have become aware, of the event that gave rise to it. After that it can no longer be brought.
• Your responsibility. You will cover our losses and reasonable costs arising from a claim by someone else that is caused by Customer Data you had no right to upload, by your unlawful instructions, or by your users breaking section 11. We will tell you promptly about any such claim and will not settle it without consulting you.

15. Ending the agreement

• You can end the agreement at any time by closing your workspace (section 6).
• We may end it by giving 30 days' notice, or immediately if you seriously or repeatedly break these terms or do not pay. If we end it without you being at fault, we will refund any period you have paid for but not used.
• When the agreement ends, section 6 applies to your data: 30 days to export, then deletion.

16. Changes to these terms and general

• Changes. We may update these terms. For a material change we will give at least 30 days' notice by email to workspace admins or in the Service. If you do not accept the change, you may end the agreement before it takes effect, and we will refund any period you have paid for but not used.
• Law and courts. These terms are governed by the law of Scotland, and the Scottish courts have exclusive jurisdiction.
• You may not transfer this agreement without our consent. We may transfer it to a successor to our business.
• If part of these terms is found unenforceable, the rest still applies.
• These terms, with the Data Processing Agreement and any order form, are the whole agreement between us about the Service.

17. Contact

Cromalt Ltd, 48 West George Street, Glasgow G2 1BP. General and legal: hello@xpense.events. Data protection: privacy@xpense.events. Security: security@xpense.events. Support: support@xpense.events.